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    Office Services Assistant/Receptionist - Melbourne, Australia - Clyde & Co

    Clyde & Co
    Clyde & Co Melbourne, Australia

    3 days ago

    Default job background
    Full time
    Description

    We are currently searching for a Office Service Assistant/Receptionist for a Full Time contract of 16 Months in our Melbourne office.

    The focus of the role is to complete general administrative and facilities tasks and to assist with the efficient day-to-day running of the office and reports to the Melbourne Office Manager.

    Key responsibilities

    Administration

    • Implement the Record Management Policy for the retention, protection, retrieval, transfer and disposal of records, both onsite and off-site.
    • Manage incoming and outgoing mail daily.
    • Organise courier bookings as required.
    • Attend adhoc local deliveries and court filing requests.

    Reception

    • Cover reception as required.
    • Answer incoming calls to the switchboard and redirect them to the intended recipient.
    • Greet clients and offer refreshments and ensure meeting room are presentable and ready for client use.

    Catering

    • Maintain catering consumables in the kitchens including tea, coffee and condiments.
    • Ensure catering equipment including the coffee machines are cleaned, functioning and sufficiently stocked.

    Events

    • Assist the Events Manager with organising and preparing the office for onsite events.

    Facilities

    • Work with the Office Manager to ensure the smooth day-to-day operations of the Melbourne office.
    • Maintain the kitchen area to ensure that it is clean and tidy.
    • Ensure utility rooms are fully stocked with paper and consumables including stationery.
    • Coordinate office moves after consultation with the local partners.
    • Regularly check the office to ensure that all offices are clear and clean and that all hardware (air conditioning, printers etc ) are in working order.
    • Assist with the set-up of IT equipment including PC's and phones as well as AV equipment.
    • Provide coordination support to the Office Manager and the Facilities & Administration Manager (APAC) for all local facilities matters.
    • Ensure the tasks detailed on the Annual Facilities & Admin Schedule are completed in the timeframes detailed in that policy. Tasks include:
      • Monthly fridge cleans;
      • Weekly Facilities Audits;
      • Updating posters and signage.

    Procurement

    • Maintain relationships with local vendors for facilities and office supplies.
    • Maintain stationery supplies in the office and order adhoc stationery as required
    • Reconcile invoices and prepare for them to be processed ensuring that all products and services are allocated to the correct matter number.

    Security

    • Manage the security passes for the office which includes:
      • Preparing security passes for new starters;
      • Cancelling lost or stolen passes;
      • Completing quarterly audits of the internal and base building security system.

    WH&S

    • Ensure a safe working environment by regularly inspecting the premises for workplace health and safety hazards. Report any damage or issues with building management and attend to maintenance issues.
    • Ensure first aid kits and fire blankets are stored correctly and up to date.
    • Carry out quarterly stocktakes of the First Aid kits in the office.
    • Organise Senior First Aid Course training for First Aid Officers.

    Skills & Experience:

    • 'Can do' attitude
    • Experience in a customer service or hospitality role
    • Administration experience is preferable but not required
    • A professional and polished presentation with clear and concise communication
    • Ability to work collaboratively in a team environment
    • A demonstrated ability to organise workloads to meet tight deadlines
    • Willingness to assist with all other reasonable work related requests
    • Strong attention to detail
    • Proficiency in and comfort with using technology
    • Proficiency in MS Outlook, Word and Excel.
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